Position Summary
The New Incoming Specialist is responsible for managing the complete process of every machine and attachment purchased by Nichols Equipment from the time it is ordered until it is fully available for Rental and Sales. This position serves as the central hub for all purchasing information, ensuring every purchase is accurately documented, communicated, inspected, and entered into our systems.
Success in this role requires exceptional organization, attention to detail, strong communication, and a commitment to following established processes. The New Incoming Specialist works closely with Sales, Rental, Service, Detail, Accounting, and Leadership to ensure every new asset enters our fleet accurately and efficiently.
Primary Responsibilities
Purchasing Management
- Serve as the primary point of contact for all equipment and attachment purchases.
- Maintain complete visibility of every purchase from order to arrival.
- Answer purchasing-related questions from internal team members.
- Create and maintain purchase orders for all machine and attachment purchases.
- Tracking large orders
- Verify vendor invoices match the agreed-upon purchase terms before payment.
System Entry
- Accurately enter all newly purchased units into Point-of-Rental in a timely manner.
- Ensure all required equipment information is complete and accurate.
- Update unit records throughout the purchasing and receiving process.
- Upload equipment photos and maintain complete unit documentation.
- Verify rental rates, warranty information, attachments, specifications, and other required information before the unit becomes available.
Internal Communication
- Communicate all new purchases to the appropriate departments.
- Provide timely updates regarding:
- Equipment purchased
- Expected arrival dates
- Service Department responsibilities
- Detail Department preparation
- Listing Department marketing needs
- Budget information and plans for each unit
- Ensure all departments have the information needed before equipment arrives.
Equipment Receiving & Inspection
- Inspect equipment based on New Incoming Form for shipping or transit damage before accepting delivery.
- Sign delivery paperwork only after equipment has been verified and inspected. Do not unload or sign if unit has damage.
- Document any discrepancies or damage immediately.
- Complete the New Incoming inspection process for every arriving unit.
- Verify received equipment matches what was ordered.
- Coordinate with Yard to test equipment functions to confirm proper operation.
Documentation & Fleet Readiness
- Take arrival photos of every new incoming unit and share them through internal WhatsApp communication channels.
- Verify equipment information is accurate in Point-of-Rental for Rental and Sales before becoming available.
Qualifications
- Highly organized with exceptional attention to detail.
- Strong communication and follow-up skills.
- Ability to manage multiple projects and priorities simultaneously.
- Comfortable learning and using business software, including Point-of-Rental.
- Basic mechanical aptitude or willingness to learn equipment functions.
- Ability to work independently while collaborating across multiple departments.
Success Looks Like
- Every purchased unit is accurately entered into Point-of-Rental before arrival.
- Purchase orders and vendor invoices are accurate and complete.
- Departments receive timely communication regarding incoming equipment.
- Every unit is thoroughly inspected and documented upon arrival.
- No equipment becomes available for Rental or Sales without complete information.
- Purchasing records remain organized, accurate, and easily accessible.
- Equipment enters the fleet efficiently with minimal delays and no surprises.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
